An electronic filing system for teachers’ records at the Unified Teachers Service Registry at The Ministry of Education and Sports, Uganda.

Abstract

This is a project named an electronic filing system for teachers’ records at the Unified Teachers Service registry at the ministry of education and sports, Uganda. It is based on the fact that, there have been a lot of complaints raised by the public in relation to the manual records system used in MoES such as delay in service delivery due to delay in file retrieval, lost files. The main aim of the study was to analyze the existing records filing system for teacher records maintained by Unified Teachers Service registry at the ministry of Education and Sports and design an efficient electronic records filing system for the registry. The researchers used a descriptive research design so as to conduct this research where a single department of the records section was chosen for this study. To gather information, the following research tools were used: an observation guide, and a questionnaire guide. The population of the research consisted of all staff of the records department of the ministry of education and sports of which a sample of ten (10) people were elected through a stratified random sampling procedure. The results indicated that; there was inadequate funds to facilitate the filing process, shortage of experienced personnel, inadequate regulation and policies for effective records filing and that retrieval usually take long due to scattered files hence a delay in decision making. It was recommended that the department records management staff should include training sessions in their daily activities at Ministry of Education and Sports. There was need for MoES to ensure that they put in place a fully complete records management system if they are to have better and efficient management of records. The organization was also recommended to develop an effective electronic filing system, to properly organize files for teachers and help in the easy retrieval of teachers’ records.